You can also reach us by phone at 888-342-0131 (Outside of North America 647-925-4154). If you are experiencing a longer than normal wait time, please use the form above or email us at support@touchbistro.com and a representative will contact you.

Chapter 2. Ensure Your iPad Email Account is Set Up

Many reports can only be viewed by emailing them to yourself as a CSV file. Before you start to generate reports, you should ensure you have an email account set up on your iPad(s). To set up an email account see this guide on the Apple site.

Chapter 3. Accessing Reports

To access a report login either as a manager profile or the admin profile. Best practices are not to use the admin login unless you need to access admin function to make permanent changes to your restaurant.

In this guide, we’ll assume you’re using a manager profile (or a profile that has Can Access Reports enabled).

1. From your floor plan screen tap Options.

2. Tap Reports.

3. The Previous Business Days screen lets you quickly access individual business days (that is the block of time when you opened your venue via TouchBistro and when you closed it). Hence, a Business Day will not be 24 hours. If you opened your venue at TouchBistro at 9 am Tuesday and did your end of day and closed it Wednesday 3 am, TouchBistro will record that as a business day. In this example, we’re interested in a date range. We’ll generate a payments report for all staff for a week. Tap Cancel to set a date range.

4. Use the date wheels at the top to set the start and end of the range. In this example, we’re setting the range from the very start of June 1 to the end of June 30. So, the whole month of June. TouchBistro treats 12:00 AM as the start of the day and 11:59 PM as the end of the day.

Chapter 4. Generating an Accounts Report

The Accounts report will give you a breakdown of purchases and tips charged to accounts for the time period. The report also gives you a summary of all payments made against accounts as well as all deposits to accounts for the time period. This does not give you a report of outstanding balances.

1. Before you add the report, tap the Information icon associated with the report to specify the sort order:

Option

Description

Account Name

Sorts accounts alphabetically.

Total

Sorts accounts from the highest to lowest totals.

2. Add the Accounts Report to the Current Report column by tapping it.

3. You can add in additional reports by tapping them. For example, tap Tax Report.

4. You can remove a report at any time by tapping the Delete icon next to the appropriate report and then tapping Delete.

5. If you’ve created a report with multiple reports and you’ll need to re-generate the report at a later date, tap Save Template As. Use Load Template to access this saved report.

6. In this example, we’ll only generate an Accounts Report.

7. Tap Generate Report on the top right when you’re ready to view the report results.

8. When you generate a report, TouchBistro gives you the following options at the top of the report:

Option

Description

Tap CSV to email the report as a CSV (comma separated values) file. A CSV file can be opened in a spreadsheet.

Chapter 6. Detailed Account Report

The Detailed Account Report is similar to the Account Report. However, the Detailed Account Report breaks down account totals by the closed bills associated with each account. It also indicates payments made to accounts (payments made to settle balances) as well as deposits added to secure future work (for example, a catering job).

Section 1. Sort by

Before you add a Detailed Account Report, tap the Information icon associated with the report to specify the sort order:

Option

Description

Bill #

Sorts bills listed in each account by the bill’s number.

Bill Total

Sorts bills listed in each account by bill totals, from the lowest to highest totals.

2) Amount/Tip/Total

3) Payment

Represents a payment made via the Account History screen against an account balance. That is, an amount paid to pay down the account.

4) Deposit

Represents a deposit made via the Account History screen as a down payment on a future order (for example, a catering job).

Chapter 7. Tax Report

The Tax Report gives you a breakdown of total tax paid, how many orders triggered a tax collection, how many order triggered a reduced tax, the total reduced tax collected, and if you have to charge a special alcohol tax, the number of orders that included alcohol and any special alcohol tax collected.

Section 1. How is a Tax Exclusion Report Generated?

Chapter 9. Statistical Summary

The Statistical Summary report gives you per bill and per guest (seats) average spends.

Note: if you have a lot of bar tabs that represent multiple guests, your Avg. Amount per Guest figure could be skewed unless you specify on the bar tab with the Set Seat Count option the number seats the bar tab represents.

Section 1. How is a Statistical Summary Generated?

Total bills and guest (i.e., seat) totals come from your guest check/bill data. Averages spend is based on pre-tax/pre-tip amounts on the bills.

Chapter 10. Bevinco, Freepour, and Details Sales CSV reports

The BevInco and Freepour reports are intended for users of these third-party inventory control system. One needs to export it to CSV.

The Detailed Sales CSV is also intended as a general export of sales data if you need to import data into a third party accounting system. If you use QuickBooks or Xero, TouchBistro supports an integration with a third party app called Shogo that lets you import TouchBistro sales data into those packages.

If you would like to download a sample of the Detailed CSV Report TouchBistro generates, click here (105 KB ZIP).

Section 1. Detailed Sales CSV Fields

The Detailed Sales CSV has a large amount of sales data. The table below will help you understand what each column represents and where the data comes from within TouchBistro.

Field

Example Cell

Description

Paid Time

Indicates the time item was paid for via the checkout process.

Course Number

Indicates the course number the item was set to. By default it is the course number set at the Menu Category or Menu Item level. However, if the menu item’s course was modified at order time, this field will capture that.

Base Price

Indicates the price of the menu item ordered before tax, discounts, or modifier up charges. This value will be the menu item’s price field divided by any splits (split by table/split evenly). If the item was ordered in multiple quantities, the base price will reflect the item’s price multiplied by the quantity.

Quantity

Indicates if the item was ordered in multiple quantities. If this is not a whole number (e.g., .33 or 1.67) it indicates the item was split (by table or evenly).

Sent Time

Indicates the time the item was sent to a ticket printer or the KDS.

Actual Cost

The cost based on the menu item’s Cost field. If the item was ordered in multiple quantities, the Actual Cost field will be multiplied by the quantity ordered.

If 1, it indicates this menu item was added as a modifier. You should ignore this item for any sales calculations.

Modifiers Amount

If a text modifier was added to this item, the value of the upcharge will appear here.

Pre-Tax Amount

The amount of the item after discounts and modifier upcharges.

Chapter 11. Bills with Open Balances

The Bills with Open Balances Report will report on any bills that were closed but later their integrated credit card payment was voided. If your payment integration gives you a void payment option, you should add this report to your end of day as a reminder of which bills have had payment voided and you can cross check if the error that necessitated the void has been corrected. This report will not show bills that have had full/partial refunds or refunded using the Refund Sale option.

Section 1. How is a Bills with Open Balances Report Generated?

1) Void

If you select a closed bill’s View/Edit Payments option, some integrations give you a Void Payment option. A payment void is usually used when you make a major payment error. You need to delete the payment and start again with a new bill. When payments are voided, the payment details are deleted from the batch and never submitted. The actual closed bill is not deleted, however. It remains so you can use the closed bill as a record as to what payment error you need to correct.

2) Difference/Paid

If a bill had multiple payments and some of the payments were not voided (for example, a bill was paid partially with credit card and partially with cash), the Bills with Open Balances Report will indicate the total of non voided payments applied to the bill next to Paid. Difference will indicate the voided amount.

Chapter 12. Payouts Report

Section 1. How is the Payouts Report Generated?

1) Amount

The Payouts Report reports pay ins and payouts generated by a staff member using the Pay In/Out button on the cash register screen. This button must be enabled under Admin | Admin Settings | Advanced | Change Register Buttons.

Swap out, for example, Smart 3 with the Pay In/Out button option.

The Amount represents the amount entered in the Amount field on the Pay In or Out screen.

2) Reason

3) Comment

4) Waiter

Waiter indicates the staff member who made the payout or pay in. Not all staff members can do payouts by default. You can enable it by staff type under Admin | Admin Settings | Staff.

5) Register

This will indicate which register the payout or pay in was made from, this is helpful if you have multiple cash registers (for example one on the main floor and one on the patio). Multiple cash registers can be set up under Admin | Admin Settings |Floorplan. As well, if a staff member uses his/her personal register, it will also indicate the pay in/payout was conducted through a personal register.

6) Adding Payout Reports to Waiter Read and End of Day

If you are using payouts/pay ins, we suggest adding this report to both the Waiter Read (the report that generates when a server clocks out) and your End of Day report (the report that generates when you close your day). The Payouts report if added to your End of Day can help you balance out your cash drawer at the end of the day. As well, if the server is doing a payout/pay in from his/her own float, it can help the server balance out his/her float.

To do this:

1.On the reports screen tap Load Template.

2.First tap End of Day.

3.Tap Accounting and tap Payouts Report.

4.Tap Save Template.

5.Tap Load Template.

6.Tap Waiter Read.

7.Tap Payouts Report to add it to the Waiter Read.

8.Tap Save Template.

Chapter 13. Gift Card Activity Report

The Gift Card Activity report tracks items sold that were flagged as gift cards. As well, value additions/activations to integrated gift cards done via TouchBistro are reported on, along with information about which staff member did the value load. The Gift Card Activity report will also report on errors. In this report, Gift Card Sales total should be the same as the Gift Card Activity total. If the Gift Card Activity total is higher (as we see in the pictured example above), this indicates a staff member failed to log a sale via the cash register or a table sale.

Section 1. How is the Gift Card Activity Report Generated?

1) Gift Card Sales

Menu Items can be flagged as Is a Gift Card. The Gift Card Sales section of this report indicates any item sold at a register, table, or via an order that was flagged as a gift card.

2) Gift Card Activity

If you add value to a gift card via a gift card option in TouchBistro (for example, the Activate/Reload Gift Card menu item) in TouchBistro, the Gift Card Activity section of this report captures the amount added.